PAYE25014 - Employer records: employer mailings: P9 reprint (Action Guide)

Where an employer or their Payroll Agent advises you they have not received their annual code issue follow steps 1 - 6 below. The Guide is presented as follows

Initial action Step 1
Requests received on or before 5 April Steps 2 - 4
Requests received after 5 April Steps 5 - 6

For details of how to access any of the Employer Business Service functions use the [Index of Functions] button on the left of the screen

Initial action

Note: Online Services Helpdesk can no longer arrange for P9 reprints, all reprint requests must be dealt with as shown below.

1. The action you take will depend on when the request is received
 
  • If the request is received on or prior to 5 April go to step 2
 
  • If the request is received after the 5 April email NIC&EO (This text has been withheld because of exemptions in the Freedom of Information Act 2000) (This text has been withheld because of exemptions in the Freedom of Information Act 2000) 
 
    • The email ‘Subject’ field should read ‘P9 reprint’
 
    • The email text must include the correct PAYE reference and refer them to step 5 of this Action Guide

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Requests received on or before 5 April

2. Check the annual code issue period and satisfy yourself that the request for a reprint is reasonable and the original will not be otherwise received. The issue period can be found in the Annual Employer Pack and Annual Code Notification Newsboard
 
  • If a request is received and you have reason to believe the original will reach the employer or payroll agent contact the employer
 
    • Advise the employer or payroll agent of the timetable and / or any updated information regarding issue
 
    • Request they contact you again should the form(s) P9 not be received by the deadline date
 
  • If a request is received and you have reason to believe the original issue will not reach the employer or payroll agent email NIC&EO (This text has been withheld because of exemptions in the Freedom of Information Act 2000) 
 
    • The email ‘Subject’ field should read ‘P9 reprint’
 
    • The email text must include the correct PAYE reference and refer them to step 3 of this Action Guide
3. You will need to have the ‘PAYE employer processing officer’ role. The role will be allocated to you by your manager and will be displayed as an icon within ‘My Workplace’
 
  • Access the Employer Summary screen (this screen can be accessed through Quick Search or the Trace Employer - Results screen. See PAYE120010 and PAYE120020)
 
  • On the Employer Summary screen select Edit and select the Duplicate Coding Notice Issue checkbox. Select [Save] to record that a duplicate issue is to be made
     
    Note: Work item 210 will be generated where the employer is deceased or RLS is set on the employer record
 
  • A Contact History note will be added to the employees records when the output has been issued
4. Where an old or incorrect correspondence address is held on the employer record
 
  • Use Function AMEND EMPLOYER SUMMARY to access Function ADDRESS SEARCH
 
  • Update the correspondence address on the employer record accordingly

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Requests received after 5 April

  Note: Reprints are only available for 6 weeks following 6 April or up to the date of the main Budget Coding run whichever is earlier. After this date no reprints can be provided
5. You will need to have the ‘PAYE employer processing officer’ role. The role will be allocated to you by your manager and will be displayed as an icon within ‘My Workplace’
 
  • Access the Employer Summary screen (this screen can be accessed through Quick Search or the Trace Employer - Results screen. See PAYE120010 and PAYE120020)
 
  • On the Employer Summary screen select Edit and select the Duplicate Coding Notice Issue checkbox. Select [Save] to record that a duplicate issue is to be made
     
    Note: Work item 210 will be generated where the employer is deceased or RLS is set on the employer record
 
  • A Contact History note will be added to the employees records when the output has been issued
6. Where an old or incorrect correspondence address is held on the employer record
 
  • Use Function AMEND EMPLOYER SUMMARY to access Function ADDRESS SEARCH
 
  • Update the correspondence address on the employer record accordingly

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